I am planning a continuing education course while I'm at grad school, and the speaker for the course has been frustratingly difficult to get a hold of. I basically need several documents from him, of which the original deadline was November 15. I have been emailing him requesting the information and it's still not here!
Here is a sample of my emails:
"If you could please send the following information as soon as possible it would be greatly appreciated."
Can anyone give me tips on how to get information from evasive, super busy people without nagging them? Or maybe send me an email template that is more effective, since my method is not producing results.
Correct me if I'm wrong but it sounds like this is a person you've hired or are hiring to do a specific job. If so, is this the only person who can handle the task? If not I'd suggest looking for a replacement and then letting speaker know that you've found someone else. This is obv dependent on how important this speaker is to the success of the course, but if he's flaking on you now you should be wary that he might not come through in the end anyway.
Thanks! Unfortunately we need to work with this speaker, as we don't have time to find another before the course. He did sign a contract that he would speak at the course, but according to that contract I should have gotten my information by November 15, so that doesn't help much.
I just need a way to send an email that emphasizes I need an answer NOW, without being too nasty.
In regards to your email. There's a saying in the construction world that has stuck with me pertaining to writing an RFI (request for information). "You need to write in a way not so you can be understood, but in a way that there is no possibility of being misunderstood."
Make sure he fully understands what you need from him and why. Make sure he understands what impacts he is imposing on the course and yourself by not fulfilling his end of the bargain. You don't have to nag or be bitchy about it. Present the facts as you know them, what impacts they have on you and what impacts they have on him. Obviously if you don't have a back up plan you should be wary about the impacts on him part.
Regarding your op. The same thing can be said here. You really haven't provided enough information to make a detailed analysis of the situation. Knowing if you can get a replacement is a huge factor on how your email should be written. Things like whether or not he's being compensated well or at all or also factors. If he's doing this mostly as a favor then treading lightly is in order whereas if he's getting ample compensation then you can be more aggressive and demanding.
Hopefully this helps.
*edit* just saw your second post. Are you saying that by contract he was required to give you this info by Nov15?
-- Edited by supa on Wednesday 4th of January 2012 02:31:29 PM
Thanks supa that helps quite a bit! I would say you've successfully answered this query and in a very timely manner (which I am extra appreciative of, considering the circumstances)
I ended up sending an email very much along the lines of your suggestions and basically said I need the info no later than Friday and I am concerned about the attendance of the course, since I cannot advertise due to the lacking materials. He is getting compensated so I was pretty aggressive. He responded right away and said he was working on it as we speak. So we'll see what happens but I am hopeful. Thanks again! You should get some VIP points.
And technically he was supposed to send info by Nov 15. He is a colleague of our department and profession though, so I didn't want to throw that in his face.
